GUIDE: Meeting Preparation Checklist

Successful meetings are well planned. The following checklist identifies the main considerations for meeting preparation.

Purpose

Is it to be a briefing; an informative instructional session; is it for consultation; for decision making; or is it a ritual?

Outcomes

What is to be accomplished?

What type of conference format will best achieve the purpose? Formal parliamentary, lecture and discussion, several short presentations followed by discussion, open discussion, maximum control or free wheeling? Heavy one way or two way communication?

Participants

Are all the right people, those who have reason to attend, invited?

Leaders

Symbolic or operational; is status or direct involvement more important?

Location, Time and Length

Where should the meeting be held? When should the meeting take place? And, how long should the meeting be.

Agenda/Preparation

Who will prepare the agenda and notify participants of any necessary preparation in advance.

Physical Details

Who will see that the room is set up and open? Visual aids set up, ventilation, refreshments, procedure for handling distractions?

Recording/Follow-up

How will the meeting proceedings be recorded and who is responsible for follow up from the meeting?

Evaluations

How will the meeting be evaluated?

Source: Adapted from a handout received at a Toastmasters Club many years ago.